Zoho CRM audit log: how to find out who changed what

What the audit log is

Zoho describes the audit log (or audit trail) as a record of all the actions each user in your CRM account performs, in chronological order. Zoho contrasts it with a record's Timeline, which covers one record and cannot be exported; the audit log covers all records and can be exported as a CSV file.

Source: Zoho Help: FAQs on Audit Logs

What it records, per Zoho

• Record actions in modules such as Leads, Accounts, Contacts, Deals and Activities: create, update, delete, import, lead conversion, restore and similar.
• Setup actions, including templates, workflow and auto-response rules, webhooks, roles, profiles, groups, reports, assignment rules and users.
• Bulk actions such as mass update, mass delete, import, export and restoring from the recycle bin.
• Workflow changes show who made the change, when, which workflow and the rule name, with View changes for details.
• Login history is not in the audit log; Zoho points to Setup, Security Control, Login History.

Source: Zoho Help: FAQs on Audit Logs

Who can view it and how to use it

Zoho says admins and users with the CEO role can access the audit log, while non-admin users see only their own actions and those of their subordinates. You can filter by entity, user, action type and date range. Zoho's FAQ places it under Setup, Security Control, Audit log, with Export Audit Log on the right-hand side; your menu may differ, so check your account.

Source: Zoho Help: FAQs on Audit Logs

Limits Zoho states, and a conflict to check

Zoho's FAQ says the audit log captures only actions from the last 3 years, that older actions are permanently deleted, and recommends exporting periodically for a permanent record. However, Zoho's data backup page refers to investigating changes and deletions in the audit log for up to 60 days. The two pages disagree, so check your own account rather than relying on either figure. Neither page states edition availability; check feature availability for your edition.

Source: Zoho Help: FAQs on Audit Logs, Zoho Help: Data Backup in Zoho CRM

Field-level history: picklist tracking

• Zoho says picklist history tracking can be enabled for one picklist field per module, from the field's properties, by users with the Module Customization permission.
• The history related list shows picklist values, duration, modified time, modified by and moved to, plus up to 10 additional fields. Deals already show a default stage history.
• It is not supported in Tasks, Calls or Meetings.
• Zoho says that if tracking is disabled or the tracked field is deleted, all tracked data is lost permanently, and that a customer-initiated edition downgrade deletes history tracker data immediately.

Source: Zoho Help: Picklist History Tracking

Using it well (practical advice)

This section is advice from experience, not vendor documentation.

• When something changes unexpectedly, filter the audit log by module, action and date range first, then by user.
• Export the log on a schedule you set, rather than relying on retention.
• Decide which one picklist per module matters most for history (often a stage or status) before enabling tracking.
• Name workflows and rules clearly, so log entries are readable.
• Use the log findings to fix the process or permissions, not only to find a person.

Want better control over changes in your CRM?

Skyfall Labs reviews permissions, automation and change processes in Zoho CRM. Because we are a Zoho Partner, treat our view with the interest we have disclosed.